HomeMy WebLinkAbout2013 Marthas Village & Kitchen 5K Run-Walk - Modified CourseCITY OF PALM DESERT
SPECIAL PROGRAMS DEPARTMENT
STAFF REPORT
REQUEST: REAFFIRM APPROVAL OF EXISTING COURSE (CROSSING
PORTOLA AVE.) FOR THE SECOND ANNUAL 2013 MARTHA'S
VILLAGE & KITCHEN THANKSGIVING 5K RUN/WALK AS
APPROVED AT THE CITY COUNCIL MEETING OF APRIL 11,
2013
SUBMITTED BY: Frankie Riddle, Director of Special Programs
APPLICANT: Martha's Village & Kitchen
Ms. Jimmica Guess
83-791 Date Ave.
Indio, CA 92201
(760) 347-4741, Ext. 320
DATE: July 11, 2013
CONTENT: City Course Map
Martha's Existing Course Map
Recommendation
By Minute Motion
1. Reaffirm approval of existing course (crossing over Portola Ave.) for the
Second Annual Martha's Village & Kitchen Thanksgiving 5K Run/Walk as
approved at the City Council meeting of April 11, 2013; and
2. Approve payment to certify City course in an amount not to exceed $1,400
and appropriate said funds, if necessary.
Discussion
At its meeting on June 23, 2013, City Council continued this item for further discussion
and review by City staff and representatives of Martha's Village & Kitchen. On
Wednesday, July 3, staff conducted a conference call with Blair Amidei, Director of
Development & Donor Relations to discuss the two courses and associated fee to
certify a new City course.
After reviewing this matter and other various issues (i.e., previous approval of event and
course, current marketing that has taken place for the event and course, fees paid to
certify existing course, etc.), staff has determined that allowing Martha's Village &
Kitchen to proceed with its currently approved course for 2013 is the best option for all
parties.
STAFF REPORT
REAFFIRM APPROVAL OF MARTHA'S VILLAGE & KITCHEN
2013 THANKSGIVING 5K RACE
JULY 11, 2013
PAGE 2
However, staff is recommending that all future 5K run/walk events on El Paseo be
subject to a City approved and certified course, which is currently in the works. As a
result, no organization will be out-of-pocket to certify the course and will be able to
market the course as a certified 5K.
Staff has attempted to contact USA Track & Field (USATF Course Certification
Program) to determine requirements and costs associated with course certification.
Based on the information obtained from the USATF website, it appears as though the
City may be able to provide them with a GIS map of the proposed course which
provides very accurate measurements and can be reviewed and approved by a USATF
certifier for a cost of $30. However, until staff is able to speak directly with a
representative of the company, this has not been confirmed and therefore staff has
requested approval of the $1,400 fee. The course shall be certified prior to approval of
any future 5K events on El Paseo.
Fiscal Analysis
If City Council opts to approve certification of the City's proposed 5K course, the fiscal
impact to the General Fund could be either $30 or $1,400 to certify the course. As
noted above, the cost depends on if USATF can review and approve the proposed
course for $30.
Submitted By: CITY COUNCILA ON
APPROVED DrN"
1 ! 1 RECEWED - OTHER
Fra kie Riddle
Dire of Speci Programs
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Paul S. (fib n
Director of inance
Approval:
`'John M. Wohlmuth
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MEETING
CITY OF PALM DES _ -6
SPECIAL PROGRAMS DEP NT„
STAFF REPORT
REQUEST: MODIFY COURSE APPROVAL FOR THE SECOND ANNUAL
MARTHA'S VILLAGE & KITCHEN THANKSGIVING 5K
RUN/WALK TO THE COURSE DESIGNED BY CITY STAFF FOR
ALL 5K RUN/WALKS ON EL PASEO
SUBMITTED BY: Frankie Riddle, Director of Special Programs
APPLICANT: Martha's Village & Kitchen
Ms. Jimmica Guess
83-791 Date Ave.
Indio, CA 92201
(760) 347-4741, Ext. 320
DATE:
CONTENT
Recommendation
June 27, 2013
Course Map
By Minute Motion, modify previous course approval of the Second Annual Martha's
Village & Kitchen Thanksgiving 5K Run/Walk as developed by the City for all 5K
run/walks on El Paseo.
Discussion
At its meeting of April 11, 2013, City Council approved the Second Annual Martha's
Village & Kitchen 5K Run/Walk scheduled for Thursday, November 28, 2013. However,
staff is bringing the item back to City Council to modify the route to be consistent with
the Bunny Hop 5K course, which was developed by City staff so as not to cross over
Portola Avenue at El Paseo. The proposed alternate course will have less impact to the
traveling public and would actually cost less for traffic control. It should also be noted
that both courses require that runners loop twice on El Paseo in order to make the 5K
distance.
Staff discussed the City's concern with Martha's Village & Kitchen regarding the course
crossing over Portola Avenue and requested that they consider the alternate course
recently designed by the City and approved for the Bunny Hop 5K, which remains on El
Paseo and loops twice from eastbound to Ocotillo Drive to westbound to Prickly Pear
Lane.
Ms. Jimmica Guess, the event organizer from Martha's Village & Kitchen indicated that
the issue has been discussed internally and they wish to continue with their existing
course as approved. She noted the following reasons:
STAFF REPORT
MODIFY APPROVAL OF MARTHA'S VILLAGE & KITCHEN
2013 THANKSGIVING 5K RUN/WALK
JUNE 27, 2013
PAGE 2
• This is the second year of the event and from their standpoint the event and
course worked well. (However, there will be some minor adjustments made as
directed by the City.);
• The date and time of the event lends itself to fewer issues relative to impact on
streets, traffic, and businesses on El Paseo; and
• The course itself has already been certified and fees have been paid by Martha's
Village & Kitchen (approximately $1,400).
After more deliberation of the event and consideration of the calls received regarding
the traffic impact issues from the closure of Portola Avenue that arose from the Bunny
Hop 5K Run/Walk, staff thought it prudent to revisit this matter with Council.
Fiscal Analvsis
There is no fiscal impact related to this project. All costs related to the event will be
covered by the event producer.
Submitted By:
Frankie R
Director of Special Programs
Approval:
Joh ` M, Wohlmuth
Ci Manager
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CITY OF PALM DESERT
SPECIAL PROGRAMS DEPARTMENT
STAFF REPORT
REQUEST: APPROVE SECOND ANNUAL 2013 MARTHA'S VILLAGE &
KITCHEN THANKSGIVING 5K RUNMALK RACE AND EL PASEO
ROAD CLOSURE BETWEEN OCOTILLO AND LANTANA
SUBMITTED BY: Frankie Riddle, Director of Special Programs
APPLICANT: Martha's Village & Kitchen
Attn: Jimmica Guess
83-791 Date Ave.
Indio, CA 92201
(760) 347-4741, Ext. 320
DATE: April 11, 2013
CONTENT: Course Map
Recommendation
By Minute Motion:
1. Approve Thursday, November 28, 2013, date for the Second Annual
Martha's Village & Kitchen 5k Race; and
2. Approve El Paseo Road Closure between Ocotillo and Lantana.
Discussion
The City of Palm Desert published a special events solicitation in 2012 for organizations
to propose a 5k run/walk event to replace the Annual Turkey Trot 5k Run/Walk on El
Paseo. Martha's Village application was approved by City Council at its meeting of
June 14, 2012.
Martha's Village has submitted its special events application for the 2013 event. Race
producer for this year's event will be Martha's Village & Kitchen with Ms. Jimmica Guess
overseeing the event. Actually, Martha's is requesting approval for the 2013, 2014, and
2015 year events. However, staff does not recommend approval of multi -year events.
Staff is better able to work with event organizer on an annual basis to incorporate event
changes when needed. In addition, if there are changes that require the City to deny an
event for whatever reason may arise, it has retained the flexibility to do so. Therefore,
staff is only recommending approval of the 2013 event and has discussed this with Ms.
Guess, who has indicated that this recommendation is acceptable.
STAFF REPORT
APPROVAL OF MARTHA'S VILLAGE & KITCHEN 2013 THANKSGIVING 5K RACE
APRIL 11, 2013
PAGE 2
This race is proposed to have approximately 2,500 participants, with proceeds
benefitting Martha's Village & Kitchen homeless programs. The event itself is
scheduled for Thursday, November 28, 2013, and will operate similar to the 2012 event.
The race will utilize the same course; however, staff will discuss potential changes that
were observed as part of the 2012 race (i.e., relocate vendors and registration north of
El Paseo on Larkspur [between El Paseo and Hwy 111 ], announcer's tent area will be
fenced off to discourage people from congregating in this area, and runner pace corrals
will be set up to allow staged starts with faster runners in front, etc.). The course will
start and finish on the westbound lanes of El Paseo at Larkspur (in front of The
Gardens). The race will start at 8 a.m. and be complete with road reopening by 11 a.m.
Fiscal Analysis
There is no fiscal impact related to this project. All costs related to the event will be
covered by the event producer.
Submitted By:
F�- `*
Frankie ?%ddje '
Director of Special Programs
Approval:
i M. Wohlmuth
Manager
CITY COUNCIL ACTION
APPROVED ✓ DENIED
RECEIVED OTHER
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ABSTAIN: N OVI �-
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